Applying for a job
Processing of personal data related to the process of applying for a job
We publish information on vacant posts in the Valtiolle.fi service, which is the main channel for submitting a job application. In the Valtiolle.fi service, we collect information that is essential for the selection process and provided by the applicant themselves in connection with submitting the application.
The Office of the Parliamentary Ombudsman works together with the Finnish Government Shared Services Centre for Finance and HR (Palkeet) as joint controllers of personal data in the Valtiolle.fi service. Read more about the processing of personal data by Palkeet in the Valtiolle.fi service.
You can also send the application by email or bring an application on paper to our registry according to instructions provided in the application notice.
The applications are recorded in the case management system of the Office of the Parliamentary Ombudsman. At the end of the application process, we prepare an appointment decision comparing the merits of the applicants. We also prepare a list of applicants and a summary of their merits. The application documents of the person appointed to the post or position will be retained permanently and the application documents of the other applicants for two years. The retention periods are determined in accordance with the information management plan of the Office of the Parliamentary Ombudsman and the Archives Act. Read more about the processing of personal data related to consideration of matters within our competence.
Before the appointment, a standard personnel security clearance may be carried out on the person to be appointed with consent from the applicant (Security Clearance Act 726/2014). The security clearance also includes an investigation of foreign interests. For more information on the processing of personal data related to the security clearance procedure, go to https://supo.fi/en/security-clearance-register.
Information collected through the Valtiolle.fi service
The applicant’s identification data: name, address, telephone number, gender, other possible contact information and permission for electronic notification.
Information provided by the applicant on themselves in the application, such as education and work experience, other information submitted by the applicant in support of their application, such as an extract from personnel record/CV, certificates from school and studies, employment certificates, references provided by the applicant, other necessary information related to applying for a job and conditions for filling a vacancy.
After the recruitment process has ended, applications for vacancies remain in the Valtiolle.fi service for two years. After this, the applications are anonymised and their data will be available only as figures in the reporting data. In an open application, the applicant can determine the period of validity for the application. The maximum period of validity is two years. The applicant's user ID and the information stored in it as well as open applications are automatically deleted after the user ID has been unused for one year. The applicant will receive a notification before the user account is deleted. The applicant can also delete their user account in their user profile at any time. When the user profile is deleted, any open applications will also be deleted. Applications sent to recruitments and their details remain visible in the recruitments until they are anonymised in the manner described above.
What our processing is based on
We process personal data to comply with the statutory obligation concerning the Office of the Parliamentary Ombudsman:
- General Data Protection Regulation (EU) 2016/679 (GDPR), Article 6(1)(c)
- Act on Public Officials in Parliament (1197/2003), Employment Contracts Act (55/2001)
- Act (1010/1989) and Decree (1322/1989) on Personal Data Files in Administration
- Act on the Protection of Privacy in Working Life (759/2004)
- Security Clearance Act (726/2014)
Disclosure of information
There are no regular disclosures of information.
Information is disclosed to the person requesting it it in accordance with the Act on the Openness of Government Activities. The information and documents are public unless specific provisions are laid down on their confidentiality.
The service providers of the information systems used by the Office of the Parliamentary Ombudsman have access to the information for the purposes of maintenance and development tasks. They process personal data on behalf of the Office of the Parliamentary Ombudsman and are not allowed to process the data for purposes other than the provision of the agreed service.
Information is not disclosed for direct marketing, opinion polls or market research.
Information is not transferred outside the European Union (EU) or the European Economic Area (EEA).